Executive Assistant II, Board & President

Salary : $80,732.00 - $102,269.00 Annually
Location : 800 College Ave, Weed
Job Type: Full-Time
Job Number: 202200120
Department: President's Office
Opening Date: 02/28/2025
Closing Date: 4/4/2025 11:59 PM Pacific

Description
EXECUTIVE ASSISSTANT II, BOARD & PRESIDENT

FIRST REVIEW APRIL 4TH 2025- OPEN UNTIL FILLED

$6,727.67 - $8,522.42 MONTHLY

$80,732.00 - $102,269.00 ANNUALLY

Under the direction of the Superintendent/President, manages the daily operations of the President's Office and provides support to the District's Board of Trustees; performs advanced and complex administrative skills to coordinate and execute a variety of responsibilities, including but not limited to overseeing the day-to-day administrative functions and workflow of the Board of Trustees and President's Office.
Key Duties & Responsibilities

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices. Essential responsibilities are designated by *.

Serves as Recording Secretary to the Board of Trustees; coordinates all meeting arrangements, including preparation of agenda and meeting materials and ensuring that all notices of and materials for board meetings comply with the Brown Act; records, prepares, and distributes minutes of all regular and special meetings of the Board; maintains the official files of all board meeting documents. *

Coordinates and reviews revisions of relevant policies and procedures through the participatory governance process with the Board of Trustees in a timely manner. *

Manages and coordinates the President's Office, makes administrative decisions related to the operational support required by the Board of Trustees and President's Office. *

Provides detailed and technical information related to college operations, activities, programs, services, laws, codes, timelines, priorities, goals, objectives, processes, regulations, policies, and procedures to internal and external customers, such as board members, community members, visitors, vendors, contractors, students, faculty, management, and staff. *

Serves as a resource person for other administrators, staff, and faculty of the College. *

Works with Information Technology to facilitate the implementation and utilization of BoardDocs software for campus-wide meeting management, including but not limited to user training and support. *

Serves as recording secretary for President's Cabinet, College Council, and other committees as requested by the President; coordinates and prepares meeting documents, including but not limited to meeting agendas, minutes/notes, supplemental information, presentation materials, as needed; disseminates information and follows up with committee members on any identified action items. *

Manages the President's calendar and schedule; receives meeting or appointment requests on behalf of the President; updates and maintains calendar with revisions, changes, and new requests. *

Receives, screens, and directs visitors, telephone calls, and incoming correspondence to appropriate division, department, office, or personnel. *

Coordinates internal and external meetings between the President's Office, college departments, outside agencies, organizations, and stakeholders. *

Prepares, reviews, edits, formats and proofreads a variety of internal and external documents, including but not limited to correspondence, memoranda, emails, forms, agendas, reports, proposals, presentations, and legal briefs; maintains required confidentiality of documents, as required. *

Gathers, extracts, compiles, and verifies data and information; assembles, processes, distributes, collects, and maintains a variety of college and district records; ensures accuracy, compliance, and completeness of documents, files, and records. *

Coordinates all travel arrangements for the President and Board of Trustees; submits documentation for approval; receives travel receipts and verifies accuracy and compliance to travel procedures; submits request for reimbursement to appropriate staff for processing. *

Assists in budget preparations; tracks and monitors expenditures for the President's Office and Board of Trustees; reviews, verifies, and ensures expenditures do not exceed allowable expenditures according to established budget limitations; prepares and submits purchase requisitions; reviews and reconciles budget expenditures. *

Coordinates a variety of special events; partners with Marketing and Public Relations to provide promotional collateral for events; follows up with participants through distribution of survey requests; ensures office activities comply with established timelines and requirements. *

Performs related duties that support the overall objective of the position.

Minimum Qualifications

• Associate Degree with coursework in business, business administration, or related discipline: AND
• Five (5) years of increasingly responsible administrative experience as administrative support to an executive's office.
  OR
• Any combination of education and experience which would provide the required qualifications for the position.

DESIRABLE QUALIFICATIONS:

• Bachelor's degree in business, business administration, public administration, or related discipline.
• Experience providing executive support to an administrator.
• Experience working within a higher education environment, such as a community college.

Other Details

LICENSES AND OTHER REQUIREMENTS

• May be required to possess or demonstrate an ability to obtain a valid driver license, if driving is required as an essential responsibility of the position.
• May be required to travel for various off-site meetings, trainings, conferences, workshops, and/or events in support of the overall objective of the position.

KNOWLEDGE, SKILLS, AND ABILITIES:
Knowledge of:

• District and college policies, procedures, and practices related to the area of assignment.
• Applicable codes, regulations, policies, procedures, and laws related to the area of assignment; specifically, California Education Code, Title 5 Regulations, California meeting laws (the Brown Act), election laws, and California Ethics Commission requirements
• Robert's Rules of Order.
• Effective organizational and communication skills.
• Gather, compile, and organize complex materials.
• Compile, prepare, and generate comprehensive reports related to the area of assignment.
• Computer software programs and applications, computer hardware, and peripheral equipment used within the scope of the assignment.
• Organizational operations, policies, and objectives.
• General functions, policies, rules, and regulations of a community college.
• Family Educational Rights and Privacy Act (FERPA).
• Record-keeping, record and file retrieval, filing, file sharing, and filing systems methods and techniques.
• Effective communication skills, both verbally and in writing.
• Modern office practices, procedures, methods, and techniques.
• Correct English usage, grammar, spelling, punctuation, and vocabulary.
• Interpersonal skills using tact, patience, and courtesy.
• Mathematic calculations.
• Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).

Ability to:

• Independently perform the essential responsibilities of the position.
• Represent the assigned administrative office in a professional manner with diplomatic decorum.
• Perform the essential responsibilities of the position executing sensitivity and confidentiality as a representative of the Board of Trustees and President.
• Perform the assigned responsibilities, duties, and tasks in a safe manner with minimal supervision.
• Plan, coordinate, organize, and prioritize workload to meet schedules and timelines.
• Follow complex verbal and written instructions, solve difficult problems, and disseminate information regarding the policies and procedures related to the area of assignment.
• Communicate information to guide or assist individuals.
• Coordinate flow of communications and information as needed.
• Generate and prepare comprehensive reports related to the area of assignment.
• Compose effective correspondence.
• Type or input data at an acceptable rate of speed.
• Answer telephones and greet the public courteously.
• Update and maintain a variety of sensitive and confidential records, logs, files, and filing systems.
• Utilize a computer to input and/or extract data, maintain automated records, and generate computerized reports.
• Work independently with little direction.
• Communicate effectively both verbally and in writing.
• Determine appropriate action within clearly defined guidelines.
• Add, subtract, multiply, and divide with speed and accuracy.
• Demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, and ethnic backgrounds of staff and students, as well as staff and students with physical and learning disabilities.
• Establish and maintain cooperative and effective working relationships with others during the course of work.

PHYSICAL AND MENTAL DEMANDS
The physical and mental demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this class.

Physical Demands
While performing the duties of this classification, employees are regularly required to sit or stand for extended periods of time; talk or hear in person and by telephone; use hands repetitively to finger, handle, feel, operate personal computers and other standard office equipment; and reach with hands and arms; bend at the waist, kneel, or crouch to file materials.

Specific vision abilities required by this job include close vision, ability to distinguish basic shades and colors, and the ability to adjust focus.
Employees are frequently required to walk and stand and occasionally lift up to 20 pounds.

Mental Demands
While performing the duties of this classification, incumbents are regularly required to use written and oral communication skills; read and interpret data, information, and documents; use math and mathematical reasoning; analyze and solve problems; learn and apply new information and skills; perform highly detailed work under changing intensive deadlines on multiple, concurrent tasks; and interact with District administration, management, staff, students, vendors, the public, elected officials, and others encountered in the course of work, some of whom may be dissatisfied or disruptive.

Work Environment
The work environment described herein are representative of those an employee encounters while performing the essential functions of this classification. Incumbents in this classification may encounter frequent interruptions by college personnel, students, and the public.

Employees work under typical office conditions with constant interruptions; noise levels may vary depending on activities of the office, division, or department.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The Americans with Disabilities Act (ADA) requires us to identify the essential (*) duties/functions of the position. We have indicated those duties with an (*) on the job description.

Siskiyou Joint Community College District ("College of the Siskiyous") does not discriminate against any person on the basis of race, color, national origin, sex, religious preference, age, disability (physical and mental), pregnancy (including pregnancy, childbirth, and medical conditions related to pregnancy or childbirth), gender identity, sexual orientation, genetics, military or veteran status or any other characteristic protected by applicable law, in selection and hiring of job applicants or treatment in employment, at any of its campuses. College of the Siskiyous also prohibits harassment on any of these bases, including sexual harassment, as well as sexual assault, domestic violence, dating violence, stalking, and workplace violence.

Diversity Statement
Adopted May 2023

College of the Siskiyous (Siskiyous) acknowledges and condemns the history of colonization of the Indigenous Tribes who originally inhabited the land on which our institution stands. We acknowledge their continued existence and wisdom regarding this place and area.

It is our mission and vision to foster a community that is inclusive, responsive and supportive of all of its members equitably. It is important for our students and staff to understand the history of our area, acknowledge the past, collaborate with our communities, and facilitate course work which empowers our students with the tools to lead with respect.

All members of the College community are responsible for creating, maintaining, and developing a learning environment in which differences are embraced, sharing is encouraged, equity is sought, and inclusiveness is practiced. We will continually assess our progress to ensure that diversity initiatives disrupt and eliminate harmful policies within our college community. Siskiyous welcomes and embraces students and employees from all backgrounds including, but not limited to: ability or disability, age, ancestry, body type or size, citizenship or immigration status, economic status, educational status, employment status, ethnicity, food or housing insecurity, gender, gender identity, gender expression, incarceration experience, language, marital or partner status, military or veteran status, national origin, neuro-diversity, physical or mental health status, political affiliation, race or racial identity, religion, reproductive status, sex, and/or sexual orientation.

The College strives to ensure that its diversity initiatives are anti-racist and inclusive. Our ultimate goal is to eliminate oppressive policies within our College community.

SELECTION PROCESS
After the preliminary screening, selected candidates will be invited to the campus for an initial interview with the Search Committee. Videoconference interviews (in lieu of an in-person initial interview) will be offered. Candidates to be interviewed will be selected from applicants who most closely meet the minimum and desired qualifications. Meeting the minimum qualifications does not guarantee an interview. The Search Committee will recommend finalists to the Superintendent/President for a final interview.
The District reserves the right to re-advertise the position or to delay indefinitely filling of the position if it is deemed that applicants for the position do not constitute an adequate applicant pool or if funding is not available.

CONDITIONS OF EMPLOYMENT
Employees must satisfy all the pre-employment requirements prior to appointment that include, but are not limited to, tuberculosis clearance (EC 87408.6), fingerprint processing, and verification of their legal right to work in the United States. A pre-employment physical examination may be required.

Applicants requiring reasonable accommodations in completing the application or interview process must notify the Human Resources Office in advance.
College of the Siskiyous is an equal opportunity employer. The policy of the District is to encourage applications from ethnic and racial minorities, women, persons with disabilities and Vietnam-era veterans. No person shall be denied employment because of ethnicity or race, color, sex or gender, gender identity, age, religion, marital status, disability, sexual orientation, national origin, medical conditions, status as a Vietnam-era veteran, ancestry or political or organizational affiliation.

College of the Siskiyous is accredited by the Accrediting commission for Community and Junior Colleges of the Western Association of Schools and Colleges.
The District offers a competitive benefits package including medical, dental and vision coverage to full time employees and qualified dependents. In addition, the District provides vacation, sick leave and paid holidays. The employee participates in CalPERS through District and employee contributions.